HR & Administration Officer Full-time Job

HERE’S THE DIFFERENCE WORLD VISION IS MAKING:

£1.6bn of new or improved funding and resources secured in FY23, to make an even bigger impact on the lives of vulnerable children!

World Vision directly benefitted 19.5 million children in 2023

25,791 full-time equivalent (FTE) staff around the world

We are the partner of choice for governments, multilateral institutions, corporations, communities and faith leaders who want to see communities thrive.

For almost 75 years, World Vision has been working to bring real hope and lasting change to the lives of the world’s most vulnerable children. We are proud to be the world’s largest children’s charity, working in nearly 100 countries and helping over 200 million children each year. Across Africa, Asia, Eastern Europe, Latin America, and the Middle East, we work with communities to develop long-term solutions that tackle poverty, improve health, increase education, and help children realize their God-given potential.

PURPOSE OF POSITION:

The Human Resources and Administration Officer is responsible for providing operational HR and administration support and service delivery. The role contributes to ensuring World Vision’s most valuable resources – its staff are managed in line with organisation policy and national employment law, thus helping ensure World Vision achieves its strategic objectives, whilst living out its values and principles.

The position will focus on providing operational support to ensure effective implementation of key Human Resource & Administration services in support of the ministry, staff and communities served, in line with World Vision values, policy and strategy and aligned with National laws, thus contributing to quality service delivery to better serve vulnerable children in Albania and Kosovo.

MAJOR RESPONSIBILITIES:

Assist and provide administrative HR support throughout the employment lifecycle of a World Vision staff member, including orientation.

Assist with recruitment, conduct first interviews and recommend candidates for specific jobs.

Update HR staff databases and ensure staff files are maintained, are comprehensive and accurate.

Work with HR Advisor/manager to coordinate staff inductions.

Act as contact for staff on administrative issues.

Assist the recruitment and hiring process by posting job descriptions, sourcing candidates, scheduling interviews, and issuing employment contracts.

Collect information on salaries in the labour market; review existing salaries for consistency in collaboration with the Human Resources Advisor.

Advise and guide managers on personnel issues/conflict resolution and assist them to comply with World Vision procedures and relevant labor legislation in close consultation with Human Resources Manager.

Coordinate the performance review exercise in compliance with policy.

Monitor daily attendance, and handle sick leave management as per WV’s policies.

Record and coordinate staff vacation planning and approval process.

Organize meetings and trainings; book and arrange all venues as needed.

Manage and support administration processes

Provide efficient administrative assistance; prepare and handle office correspondence, process reports and documents as per established timelines.

Maintain a good and efficient filing system for office documents and ensure all correspondences and other important documents are properly filed, securely kept and easily retrieved.

Ensure proper logistical services for meetings and other activities of the organization; provide administrative assistance in the process of organizing meetings, workshops and seminars.

Coordinate local travels for all office staffs, prepare travel requests and travel advances ensuring efficient travels of office staffs.

Ensure office machines are properly maintained; monitor, replenish and ensure adequate supplies and general office resources are always available and ensure that resources are well utilized.

Make necessary arrangements to keep the office clean and tidy, including waste disposal and office beautification.

Conduct market surveys and research the cost of office stationery and equipment. Propose efficient ways to minimize the purchase cost for items that World Vision acquires regularly and consistently.

Supervise, monitor and coordinate the support staffs activities (cleaners, driver, guards).

Responsible to ensure the office asset records are maintained, accurate, and properly documented.

Support visitor coordination to/from the National office, supporting bookings and accommodations.

Ensure all administration issues in the office are well addressed as per World Vision Albania standards, providing day to day technical guidance and support

Security Responsibilities:

Be responsible for the Security Measures of WV staff, Assets and Premises in general, in full collaboration with the Security Focal Point of the Program, and inform immediately of any security matter/issues happening inside or outside of the office.

Support with preparation, maintenance, update of the WVA Security Protocols and Emergency Plan and evacuation.

Participate in security meetings as per request of the Security Focal Point.

Other tasks: Support other tasks as required.